Adjoint(e) de direction, Gouvernance - Executive assistant, Governance

AJ Walter Aviation•Montreal, QC

About The Position

The Executive Assistant, Governance serves as a strategic partner to the President and Executive Leadership Team. More than a traditional administrative role, this position contributes to the coordination, governance, and execution of the organization's strategic priorities. Working closely with the President, Vice President Finance, Director of Strategy, and Human Resources Director, the incumbent helps drive business effectiveness through the development of performance metrics, coordination of leadership team activities, and preparation of executive presentations and analyses that support informed decision-making. The role is responsible for bringing structure, discipline, and operational cadence to the organization by ensuring rigorous follow-up on commitments, strategic initiatives, and key business performance dashboards.

Requirements

Minimum of 10 years of experience supporting senior executives.
Proven experience working in a fast-paced environment where managing multiple priorities simultaneously is essential.
Experience supporting an executive leadership team and/or a Board of Directors.
Strong analytical skills and advanced proficiency in Excel, as well as performance management and reporting tools.
Excellent PowerPoint skills, with the ability to create executive-level presentations and Board materials.
Ability to transform complex data into clear, concise, and compelling reports, dashboards, and presentations.
Experience coordinating projects and supporting strategic initiatives.
Excellent verbal and written communication skills in both French and English, including the ability to draft, edit, and produce high-quality executive-level documents and communications.
Strong business acumen, sound judgment, professionalism, and the ability to influence without formal authority.
Highly autonomous, detail-oriented, organized, and results-driven.
Ability to build trusted relationships with stakeholders at all levels while demonstrating appropriate firmness and challenge when required.

Responsibilities

Proactively manage the President’s calendar, including internal and external meetings, travel arrangements, and competing priorities.
Serve as the primary point of contact between the President and internal and external stakeholders.
Anticipate needs, identify potential issues, and propose solutions to optimize the President’s effectiveness.
Exercise independent judgment in managing priorities and be able to challenge requests or defend priorities when necessary.
Coordinate the preparation of leadership team meetings, including agendas, information gathering, presentations, and supporting materials.
Prepare meeting minutes and ensure rigorous follow-up on agreed-upon action items.
Maintain a tracking mechanism for decisions, deliverables, and commitments to ensure timely execution.
Contribute to establishing and maintaining management discipline and an effective operating cadence within the leadership team.
Coordinate the collection of data from various functions across the organization.
Maintain and update management dashboards and key performance indicators on a weekly, monthly, or quarterly basis.
Produce reports, analyses, and executive summaries to support leadership discussions and decision-making.
Ensure the accuracy, integrity, and consistency of reported data.
Prepare high-quality executive presentations for leadership meetings, employees, investors, and the Board of Directors.
Support the Vice President, Finance and the Director, Strategy in coordinating and monitoring strategic initiatives and projects.
Conduct research, analyses, and information gathering to support the needs of the leadership team.
Assist in the preparation of communications, management reports, and strategic briefing materials.
Coordinate the preparation and logistics of Board of Directors and committee meetings.
Manage the collection, consolidation, and distribution of Board materials.
Maintain the governance calendar and track actions arising from Board and committee meetings.
Assist in the preparation of presentations and documentation for Board members.
Manage highly confidential information with the utmost discretion.
Coordinate travel, expenses, and administrative activities associated with the executive office.
Maintain organized and accessible documentation to support the efficiency of executive operations.